Office Administrator Bilingual

Office Administrator (Front Office Lead)

Location: Las Cruces, NM

Employment Type: Full-Time

Reports To: Executive Director

Position Summary

The Office Administrator serves as the primary front office representative and is responsible for managing day-to-day administrative operations of the clinic. This role oversees patient scheduling, intake, and communication while ensuring smooth front-office workflows and excellent patient experience. The Office Administrator acts as the central coordination point between patients, clinical staff, and leadership.

Key Responsibilities

• Front Office Operations (Primary Function)
• Serve as the first point of contact for patients, visitors, and incoming calls
• Manage patient scheduling, confirmations, and rescheduling
• Oversee check-in/check-out processes, including intake documentation and insurance verification
• Ensure accurate and timely entry of patient information into EMR systems
• Maintain an organized, professional, and efficient front desk environment

Administrative Coordination

• Coordinate daily patient flow with clinical staff to minimize delays and maximize efficiency
• Monitor schedules and proactively address gaps, cancellations, or overbooking issues
• Maintain office supplies, forms, and front-desk documentation standards
• Support internal communication between front office, providers, and leadership

Billing & Intake Support

• Assist with insurance verification, authorizations, and patient financial responsibility communication
• Support collection of copays, balances, and accurate documentation of payments
• Ensure completeness and accuracy of intake paperwork to support billing processes

Customer Service & Patient Experience

• Deliver prompt, professional, and courteous service to all patients
• Address patient questions and escalate concerns as appropriate
• Maintain a welcoming and organized front office environment aligned with company standards

Compliance & Documentation

• Ensure compliance with HIPAA and internal documentation requirements
• Maintain secure and organized handling of patient records
• Support audit readiness by ensuring documentation accuracy and completeness

Qualifications

• Bilingual (English/Spanish) required
• 2+ years of front office or administrative experience (healthcare preferred)
• Strong customer service and patient interaction skills
• Experience with scheduling systems and/or EMR platforms
• Proficiency in Microsoft 365 (Outlook, Teams, Excel)
• Strong attention to detail, organization, and multitasking abilities

Preferred

• Experience in an outpatient clinic setting
• Familiarity with insurance verification and basic billing workflows

Work Environment

• Fast-paced, patient-facing clinic environment
• Continuous interaction with patients, staff, and providers
• On-site role in Las Cruces, NM

Compensation & Benefits

• Competitive hourly compensation based on experience
• Health, dental, and vision insurance
• Paid time off and holidays
• Retirement plan options